Privacy Policy

Effective Date: January 1, 2025 | Last Updated: November 3, 2026

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1. Introduction

Domino Systems Limited ("we", "our", or "us"), operating under the brand name Dockria EDMS, respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at www.dockria.com (the "Website") or interact with our services.

We are committed to meeting applicable data-protection duties under Kenya’s Data Protection Act, 2019 and, where applicable, the GDPR. This statement of commitment is not certification or an independent assessment of full legal conformity.

2. Data Controller

The data controller responsible for your personal data is:

• Company: Domino Systems Limited
• Address: Westlands, Nairobi, Kenya
• Email: privacy@dockria.com

3. Information We Collect

3.1 Information You Provide

When you use our Website, request a demo, subscribe to our newsletter, or contact us, we may collect:

• Full name and job title
• Email address
• Company or organization name
• Industry and company size
• Any message or inquiry content you submit through our forms

3.2 Information Collected Automatically

When you browse our Website, we may automatically collect:

• IP address and approximate geographic location
• Browser type, version, and language preferences
• Operating system and device information
• Pages visited, time spent on pages, and navigation paths
• Referring URL and search terms used to find our Website

3.3 Cookies and Tracking Technologies

Our Website may use cookies and similar technologies to enhance your browsing experience, analyze site traffic, and understand how visitors interact with our content. You can control cookie preferences through your browser settings. We use:

• Essential Cookies: Required for the Website to function properly (e.g., theme preferences)
• Analytics Cookies: Help us understand how visitors use our Website so we can improve it

4. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiries and provide customer support
• To process demo requests and schedule product demonstrations
• To send relevant product updates, newsletters, or marketing communications (with your consent)
• To improve our Website, products, and services
• To analyze usage patterns and optimize user experience
• To comply with legal obligations and enforce our terms
• To protect against fraud, unauthorized access, and security threats

5. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: Where you have given explicit consent (e.g., subscribing to marketing communications)
• Legitimate Interest: Where processing is necessary for our legitimate business interests (e.g., improving our services, responding to inquiries)
• Contractual Necessity: Where processing is required to fulfil a contract or pre-contractual arrangement with you
• Legal Obligation: Where we are required by law to process your data

6. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your data in the following limited circumstances:

• Service Providers: Trusted third-party vendors who assist us in operating our Website and delivering services (e.g., hosting, analytics, email delivery), bound by confidentiality agreements
• Legal Requirements: When required by law, regulation, legal process, or governmental request
• Business Transfers: In connection with a merger, acquisition, or sale of assets, where your data may be transferred as part of the business
• Protection of Rights: To protect the rights, property, or safety of Domino Systems Limited, our users, or the public

7. Data Security

Our stated approach is to restrict access to personal data and apply security measures appropriate to the processing. Ask us for current information about hosting, encryption, access controls and security assessments. No ISO 27001 certification, independently assessed security programme or universal encryption coverage is claimed here.

While we strive to protect your personal data, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law. Specifically:

• Inquiry and Demo Data: Retained for up to 24 months after your last interaction with us
• Marketing Communications: Until you unsubscribe or withdraw consent
• Analytics Data: Aggregated and anonymized data may be retained indefinitely for statistical analysis

9. Your Rights

Under the KDPA and, where applicable, the GDPR, you have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data where there is no compelling reason for continued processing
• Right to Restrict Processing: Request that we limit how we use your data
• Right to Data Portability: Request your data in a structured, commonly used, machine-readable format
• Right to Object: Object to processing based on legitimate interests or direct marketing
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please submit a Data Subject Access Request (DSAR) to privacy@dockria.com. Applicable procedures and deadlines depend on the request and governing law; a single 30-day deadline should not be assumed for every right.

10. International Data Transfers

Your information may be transferred to and processed in countries outside Kenya. Ask us to identify the destinations, recipients and legal safeguards for the relevant service. Appropriate transfer safeguards must be assessed under the applicable law; this page does not establish that a particular contract or transfer mechanism has been independently approved.

11. Children's Privacy

Our Website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected data from a child, we will take steps to delete it promptly.

12. Third-Party Links

Our Website may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any external sites you visit.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on this page with a revised "Last Updated" date. We encourage you to review this page periodically.

14. Complaints

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) of Kenya:

• Website: www.odpc.go.ke

15. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: privacy@dockria.com
• Address: Domino Systems Limited, Westlands, Nairobi, Kenya
• Support: support.dominosystems.co.ke